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Mu2e PROCUREMENT SUPPORT

Mu2e PROCUREMENT SUPPORT. Joe Collins Procurement Manager October 20, 2010. WHAT WE DO. Acquire Goods and Services for the Laboratory Support Procurement Requirements from Initial Development to Closeout Adhere to a Best Value Philosophy. WHO WE ARE:. Computing

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Mu2e PROCUREMENT SUPPORT

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  1. Mu2ePROCUREMENT SUPPORT Joe Collins Procurement Manager October 20, 2010

  2. WHAT WE DO • Acquire Goods and Services for the Laboratory • Support Procurement Requirements from Initial Development to Closeout • Adhere to a Best Value Philosophy

  3. WHO WE ARE: Computing • Bill Koncelik, Group Leader, x4173 • Byron Clark, x4194 • Gary Davis, x4171 • Pamela Noyes, x5779 • Open Electronics: Maintenance, Repair & Operational Supplies Joe Morgan, Group Leader, x4181 Bob Johnson, x4179 Len Mack, x4183 Don Rogus, x4177 Mark Graczyk, x 4195 Construction/Consulting, Fabrication & Services Bob Cibic, Group Leader, NOvA Liaison x3528 Gordon Bagby, x3388 Ron Cypret, x3839 Ron Evans, x4166 Tom Powers, x4255 Steve Gaugel, x5782 Open ProCard Administration Pam Noyes, x5779 Gordon Bagby,x 3388 Support Staff Joyce Serritella, x4155 Nancy Yackle, x2555 • Joe Collins, Procurement Manager, x4169 • Joanne Hall, Staff Assistant, x4168

  4. RESPONSIBILITY • Serve the Customer -You - DOE - Stakeholders

  5. Operating Rules Procedural Requirements based on: • FRA Prime Contract • Commercially Accepted Practice • DOE Acquisition Regulations • Federal Acquisition Regulations • DOE Property Management Regulations

  6. Operating Rules • Ethics • Integrity • Impartiality • Transparency • Equity

  7. Operating Rules • Maximum Practical Opportunities to: • Small Disadvantaged Businesses • Small Businesses • Women-Owned Businesses • HUBZones • Veterans • Annual Goals Established • SB Set Asides

  8. VISIBILITY • Attention of Many Interested Parties • Frequent Reviews • Department of Energy • Office of Inspector General • General Accounting Office • Internal Auditors • Fermilab Management • Lab Customers

  9. VISIBILITY • Vendors • Socioeconomic Program Advocates • Business Community • Competition Advocates • Congress • News Media • General Public • Unions

  10. Operating Rules • Buyers Responsible “From Cradle to Grave”: • Plan • Develop • Negotiate • Award • Administer • Close-Out

  11. REQUIREMENTS • Over $10,000 • Competition Required • Over $50,000 • Written (electronic)Solicitations

  12. REQUIREMENTS • Over $650,000 • Small Business Subcontracting Plan May Be Required • Construction • Bonding Requirements-20% Bid Bonds w/Offer, 100% Upon Award-Payment & Performance Bonds • Davis-Bacon - Labor Rates, Weekly Certified Payrolls

  13. Procurement Cycle Time - Commercial Procurement cycle time extends from receipt of the approved requisition (with complete drawings, specifications and other attachments) to subcontract award.

  14. Procurement Cycle Time - Commercial Commercial, Off-the-Shelf Items and Services from Domestic Sources • $10,000 or less Up to 10 calendar days • >$10,000-$50,000 14 calendar days • >$50,000-$1,000,000 40 calendar days • Greater than $1,000,000 50 calendar days • Note: Use the Stockroom as needed. • Use a ProCard if it benefits you.

  15. Procurement Cycle Time - Commercial Fabricated (Metal-Electronic Items) • Less than $50,000 30 calendar days • >$50,000-$1M 40 calendar days • >$1,000,000- $ 5M 50 calendar days

  16. Procurement Cycle Time Non-Commercial Non-Commercial (Construction, T&M, University, A&E, Labor Hour Subcontracts, Unique Equipment and Fabrications, Sole Source Foreign Procurements) • 30-120 calendar days depending upon complexity • University subcontracts are closer to 30 days while A&E and labor hours, such as security and cafeteria services are closer to 120 days • Sole source foreign procurements in excess of $100,000 may take 90 days or more

  17. Procurement Cycle Time Non-Commercial • If urgent; call Procurement and ensure that the urgency is stated on the requisition.

  18. Authority to Commit the Laboratory • FRA, Fermilab Director • Head, Business Services • Procurement • ProCard Holders ($2,500) • Construction Coordinators ($5,000, field changes)

  19. Responsibility of Staff in Dealing with Outside Organizations • Do not commit the Lab unless you possess specific delegated signature authority

  20. After-the-Fact Requisitions • Personnel without the authority to commit the Lab • Personal liability

  21. Non-Competitive Contracting • The Lab has a responsibility to obtain competition. It generally results in securing best value. This does not mean that we have to accept the lowest price. • Trade offs between price and technical evaluation factors are acceptable. We must plan together and document the procurement file accordingly. The solicitation must advise offerors of this. e.g. “technical factors will be weighed heavier than price.”

  22. Invoice Certification • Know the facts before you certify an invoice for payment, i.e. approved labor rates must match those found in the subcontract.

  23. ARRA REQUIREMENTS • Suppliers must have a D-U-N-S (Data Universal Numbering System). • Suppliers must be registered with CCR (Central Contractor Registration). • Monthly Reporting Requirements: - General Contractors (Construction) must report labor hours. - Service Providers – must report labor hours.

  24. If you have a Procurement question, please call the Procurement Administrator assigned to your requisition, Joe Collins at 4169 or Ron Evans at 4166

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